SharePoint 2010 Documents Event Wizard

The Upload Documents function in the SharePoint Documents event wizard is used to upload documents from a specified location to a library in SharePoint .

Information required to Upload Documents

• An existing SharePoint Site URL
• An existing Document, DataField or XML Node

Upload Documents

The Upload Documents wizard page is only viewed when the wizard is run in advanced mode. The page provides an interface to upload multiple documents within SharePoint.

Feature	What it is	How to use it
Add	To upload documents, select the drop down arrow and select the relevant location: Local or Network Location K2 Field	Select an option
Edit	Modifies the listing	Click on the configured setting and select this option, to edit a configured document setting
Remove	Removes configured document	Click on the configured setting and select this option, to remove a configured document setting
Remove All	Removes all the configured documents	To remove all the configured document settings, select this option
Source	Displays the source of the document
Destination	Displays the destination of the document
Document Name	Displays the document's name

Upload Document Source

The Upload Document Source wizard page is displayed if the Local or Network location option was selected from the Upload Documents wizard page in advanced mode or the From File System option from the Event Name and Action wizard page in standard mode.

The Upload Document Source wizard page allows you to specify the location of the document to be uploaded.

Feature	What it is	How to use it
Location Path	Where the document is nlocated	Specify the Location Path in the text box, or click on the ellipse button to locate a Data or XML field from the Context Browser. The Browse button can also be used to browse to the relevant location folder.
File Name	The name of the file to be uploaded	Specify the File Name in the text box, or click on the ellipse button to locate a Data or XML field from the Context Browser. The Browse button can also be used to browse to the relevant file.

Document Upload Source

The Document Upload Source wizard page is displayed if the K2 Field option was selected from either the Upload Documents wizard page in advanced mode or from the Event Name and Action wizard page in standard mode.

The Document Upload Source wizard page allows you to specify the location of the document to be uploaded.

Feature	What it is	How to use it
K2 Field	The K2 Field specifies the XML data field for the document download. Specify whether there is a repeating node in the K2 Field and select the attachment type when prompted.	Click on the ellipse button to browse to the relevant K2 Field and select the relevant boxes
File Name Node	Specify the node containing the name of the file to be uploaded	Specify the File Name Node OR Click on the ellipse button and click on the File Name Node

Upload Document Destination

The Upload Document Destination wizard page specifies the location of the uploaded document is .

Feature	What it is	How to use it
SharePoint Site URL	Specifies the SharePoint Site URL where the document should be uploaded to	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	The name of the SharePoint Document Library	Specify the Name of the Document Library where the document should be uploaded to in the text box, or use the ellipse button to select a DataField or XML Node. Alternatively use the Browse button to select the Document Library from the SharePoint Site
Folder	A folder within the document library where the uploaded documents are stored.	Provide a folder name as a destination for the document in the text box, or use the ellipse button to select a DataField or XML Node. Alternatively use the Browse button to select the required Folder
Content Type	If specifying a Content Type, the document is associated with that content type.	Specify the name of the Content Type, OR use the Context Browser to select a Data or XML Field. Alternatively use the Browse button to select the required Content Type
File Name	The name of the file	Specify the nameof the file to be uploaded
Overwrite Existing File/Add as new	Check this option if the uploaded file is to overwrite an existing file	Check this option if applicable
Add Document to this Process Field	Check this option to add a Document to this Process Field, as part of the workflow process	Check this option if applicable
Content Field	Locate the K2 Process Field in the Context Browser and drag it into the field box	Specify the name of the process field by typing or drag-and-dropping it into the text box

Document Metadata

The Document Metadata wizard page provides an interface to retrieve or change metadata on a document.

Feature	What it is	How to use it
Assign	To assign metadata, select the drop down arrow and select the relevant option: Specific value for selected column All columns from existing XML Field All columns from new Process XML Field All columns from new Activity XML Field	Select an option
Clear	Removes the selected Document Metadata configuration	Click on the configured setting and select this option, to remove a configured document setting
Clear All	Removes all the configured Document Metadata	To remove all the configured document settings, select this option
Title	Displays the title of the metadata
Type	Displays the type of metadata
Required	Displays whether the value is required
Value	Displays the value

The Download Documents function in the SharePoint Documents event wizard is used to download documents from a specified location to a local or network location, or to a K2 field.

Information Required to Download Documents:

• An existing SharePoint Site URL
• An existing Document, Data or XML field

Download Documents

The Download Documents wizard page is only viewed when the wizard is run in advanced mode. The page provides an interface to download documents from SharePoint.

Feature	What it is	How to use it
Add	To download documents, select the drop down arrow and select the relevant location: Local or Network Location K2 Field	Select an option
Edit	Modifies the document settings	Click on the configured setting and select this option, to edit a configured document setting
Remove	Removes document settings	Click on the configured setting and select this option, to remove a configured document setting
Remove All	Removes all the configured document settings	To remove all the configured document settings, select this option
Source	Displays the source of the document
Destination	Displays the destination of the document
Document Name	Displays the document's name

Download Document Source

The Download Document Source wizard page allows you to specify the location of the document to be downloaded.

Feature	What it is	How to use it
SharePoint Site URL	The SharePoint Site URL text box specifies the location of the document to be downloaded	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	The name of the Document Library	Specify the Name of the Document Library by typing or drag-and-dropping it into the text box
Folder	A folder within the document library where the documents will be downloaded from	Provide a folder name as a destination for the document
File Name	The name of ht efile	Specify the Name of the File to be downloaded
Check out this document	Check this option if the downloaded document should be checked out	Check this option if applicable

Download Document Destination

The Download Document Destination wizard pag edisplays information related to selections made in previous wizard pages. Two examples are shown here. The Download Document Destination wizard page allows you to specify the location to which the document is downloaded.

Download Document Source - Screen 1

Download Document Source - Screen 2

Feature	What it is	How to use it
Local Folder	The Local Folder specifies where the document should be downloaded to	Specify the Folder name, locating the File to be downloaded within the File System OR Click Browse and browse to the Folder where the document should be downloaded to
Local File	The name of the file to be downloaded	Specify the File Name OR Click Browse and click on the File Name
Overwrite existing file	Overwrites the existing file	Check this option if applicable
K2 Field	The K2 Field specifies the XML data field for the document download. Specify whether there is a repeating node in the K2 Field and select the attachment type when prompted.	Click on the ellipse button to browse to the relevant K2 Field and select the relevant boxes
Repeating Section	Specifies a repeating section	Click on the ellipse button to browse to the relevant Data or XML field

The Create Folder function in the Documents Event Wizard is used to create a folder or nested folders within other folders in SharePoint.

The Create Folder page allows you to create a folder or nested folders in a SharePoint library.

Note that you must have an existing SharePoint Site URL to create a folder.

Feature	What it is	How to use it
SharePoint Site URL	Specifies the SharePoint Site URL where the folder is to be created	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL.
Document Library	The document library where the folder is to be created	Specify the Name of the Document Library where the folder is tobe created in the text box, or use the ellipse button to select a Dataor XML field. Alternatively use the Browse button to select the Document Library from the SharePoint Site.
Folder	A folder within the document library where the new folder will be created.	Provide a folder name as a destination where the folder will be created, or use the ellipse button to select a DataField or XML Node. Alternatively use the Browse button to select the required Folder.
Folder Name	The new folder name to be created	Specify the name or

The Create Document Set function in the SharePoint Documents event wizard is used to create a document set in SharePoint. This document set can be used to group multiple documents together.

Prerequisites

It is important to perform the following in SharePoint in order to use the Create Document Set feature:

• Activate the Document Sets Site Collection Feature on the specific SharePoint Site Collection
• Allow management of Content Types on the specific SharePoint Library
• Add Document Set to Content Types in Document Library Settings

The Create Document Set page allows you to create a document set in a SharePoint library.

Note that you must have an existing SharePoint Site URL to create a document set.

Feature	What it is	How to use it
SharePoint Site URL	Specifies the SharePoint Site URL where the document set is to be created	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	The document library where the Document Set is to be created	Specify the Name of the Document Library where the document set should be created in the text box, or use the ellipse button to select a DataField or XML Node. Alternatively use the Browse button to select the Document Library from the SharePoint Site
Folder	A folder within the document library where the document set is to be created	Provide a folder name as a destination for the document set in the text box, or use the ellipse button to select a DataField or XML Node. Alternatively use the Browse button to select the required Folder
Content Type	The content type for the document set. Only those document set content types that have been added to the selected library will be listed	Specify the name of the Content Type, OR use the Context Browser to select a DataField or XML Node. Alternatively use the Browse button to select the required Content Type. Select Document Set. Only those document set content types that have been added to the selected library will be listed
Document Set Name	The Document Set name	Specify the name of the Document Set to be created
Description	The Document Set description	Specify the description of the Document Set

Document Set Metadata

The Document Set Metadata wizard page allows you to assign metadata to the specified document set.

Feature	What it is	How to use it
Assign	To assign metadata, select the drop down arrow and select the relevant option: All columns from existing XML Field All columns from new Process XML Field All columns from new Activity XML Field	Select an option
Clear	Removes the selected Document Set metadata configuration	Click on the configured setting and select this option, to remove a configured document setting
Clear All	Removes all the configured Document Set metadata configuration	To remove all the configured document settings, select this option
Title	Displays the title of the metadata
Type	Displays the type of metadata
Required	Displays whether the value is required
Value	Displays the value

The Copy Documents function in the SharePoint Documents event wizard allows you to copy documents from a specified location to another SharePoint library.

Copy Documents

The Copy Documents wizard page is only viewed when the wizard is run in advanced mode. The page allows you to copy documents in SharePoint.

Note that you must have an existing SharePoint Site URL and an existing document (or data field containing a document) to copy a document.

Feature	What it is	How to use it
Add	To add documents, select the drop down arrow and select the relevant location: SharePoint Document Content Field	Select an option
Edit	Modifies the document settings	Click on the configured setting and select this option, to edit a configured document setting
Remove	Removes document settings	Click on the configured setting and select this option, to remove a configured document setting
Remove All	Removes all configured document settings	To remove all the configured document settings, select this option
Document Name	Displays the document's name

Copy Document Source

The Copy Document Source wizard pageis displayed if the SharePoint Document option was selected from the Copy Documents wizard page in advanced mode or the Document option from the Event Name and Action wizard page in standard mode.

The Copy Document Source wizard page allows you to specify the location of the document to be copied.

Feature	What it is	How to use it
SharePoint Site URL	The SharePoint Site URL text box specifies the location of the document to be copied	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	The Document Library where the source document resides.	Specify the Name of the Document Library by typing or drag-and-dropping it into the text box
Folder	A folder within the document library where the document resides	Provide a folder name as a destination for the document
File Name	The name of the file	Specify the Name of the File to be copied

Document Content Field

The Document Content Field wizard screen specifies the content field that contains details for the document operation.

Feature	What it is	How to use it
Content Field	Specifies the Content Field that should be used	Click on the ellipse button and browse to the relevant Content Field

Copy Document Destination

The Copy Document Destination wizard page allows you to specify the location where the document is to be copied.

Feature	What it is	How to use it
SharePoint Site URL	Specifies the SharePoint Site URL where the document is to be copied	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	A Document Library that will contain the copied document	Specify the Name of the Document Library where the document should be copied to in the text box, or use the ellipse button to select a DataField or XML Node. Alternatively use the Browse button to select the Document Library from the SharePoint Site
Folder	A folder within the document library where the copied document will be stored.	Provide a folder name as a destination for the document in the text box, or use the ellipse button to select a DataField or XML Node. Alternatively use the Browse button to select the required Folder
Overwrite Existing File/Add as new	Check this option if the copied file is to overwrite an existing file	Check this option
Preserve metadata	Specifies whether metadata should be preserved for the document being copied.	Select this option to preserve metadata for the document being copied. By default this option is selected. Deselect the option if metadata should not be preserved.
Include Version History	This option will include the documents version history when the document is copied.	This option will only be available to select if the Preserve metadata option is selected. This option will only function if versioning is enabled for the SharePoint Document Library. Check this option if applicable
Add Document to this Process Field	Check this option to add the Document to this Process Field as part of the workflow process	Check this option if applicable.
Content Field	Locate the K2 Process Field in the Context Browser and drag it into the field box	Specify the Name of the Process Field by typing or drag-and-dropping it into the text box

How to use the Preserve metadata option

The Preserve metadata option can be used to preserve metadata for the document being copied. This would typically be the columns:

• Created By
• Created Date
• Modified By
• Modified Date

It is however possible to preserve metadata from custom columns. The metadata is only be preserved for custom columns if the destination SharePoint Document Library has the same columns with the exact same name as the source SharePoint Document Library.

How to use the Include Version History option

The Include Version History option is only enabled when the Preserve metadata option is selected. The version history only functions when the specified SharePoint Library has versioning enabled. When the Include Version History option is checked, the current version of the document is kept. Un-checking this option results in adocument version of 1.0.

Examples on how the metadata is displayed

Example 1

Preserve metadata and Include Version History - Enabled:

In this example a SharePoint Document Library is used with the following columns and metadata:

Using the SharePoint Document Wizard to copy a document to a different SharePoint Document Library in a K2 process, the metadata is preserved and the version history of the SharePoint item is included after running an instance of the process. See the image below for results after running an instance of the process:

Note that the Created By and Modified By columns were preserved as the Preserve metadata option was enabled in the SharePoint Documents event wizard. The SharePoint item version history was also included.

Example 2

Preserve metadata and Include Version History - Disabled:

The same SharePoint Document Library example is used in example 1.

Using the SharePoint Document Wizard to copy a document to a different SharePoint Document Library in a K2 process, the metadata will NOT be preserved and the version history of the SharePoint item will NOT be included after running an instance of the process. See the image below for results after running an instance of the process:

Note that the Created By and Modified By columns were not preserved as the Preserve metadata option was disabled in the SharePoint Documents Wizard. The SharePoint item's version history was not included. The Created By and Modified By columns will revert back to the Service Account user. Note that the version history reverts back to 1.0.

Example 3

Preserve metadata - Enabled; Include Version History - Disabled:

The same SharePoint Document Library example is used as per example 1.

Using the SharePoint Document Wizard to copy a document to a different SharePoint Document Library in a K2 process, the metadata is preserved, however the version history of the SharePoint item is NOT included after running an instance of the process. See the image below for results after running an instance of the process:

Note that the Created By and Modified By columns are preserved as the Preserve metadata option was enabled in the SharePoint Documents wizard. The SharePoint item's version history is not included as this option was disabled. Note that the version is set to 1.0 as if it were a new document.

Example 4

Overwrite a document with Preserve metadata and Include Version History options Disabled:

The same SharePoint Document Library example is used as per example 1.

Using the SharePoint Documents wizard to copy a document to a different SharePoint Document Library and overwrite the document in a K2 process, the metadata is NOT preserved and the version history of the SharePoint item is NOT included after running an instance of the process. See the image below for results after running an instance of the process:

Note that the Created By column are still preserved since the Overwrite an existing file option was selected. The Modified By column is not preserved as the Preserve metadata option was disabled in the SharePoint Documents wizard. The SharePoint Document version history is not included as this option was disabled. The Modified By column is set to the Service Account user. Note that the version is set to 1.0 as if it were a new document.

The Move Documents function in the SharePoint Documents event wizard is used to move documents from a specified location to a destination library in SharePoint.

Move Documents

The Move Documents wizard screen is only viewed when the wizard is run in advanced mode. The screen provides an easy to use interface to move documents within SharePoint.

Note that you must have an existing SharePoint Site URL and an existing document (or data field containing a document) to move a document.

Feature	What it is	How to use it
Add	To add documents, select the Add drop down arrow and select the relevant location: SharePoint Document Content Field	Select an option
Edit	Modifies the document settings	Click on the configured setting and select this option, to edit a configured document setting
Remove	Removes document settings	Click on the configured setting and select this option, to remove a configured document setting
Remove All	Removes all the configured document settings	To remove all the configured document settings, select this option
Document Name	Displays the document's name

Move Document Source

The Move Document Source wizard page is displayed if the SharePoint Document option was selected from the Move Documents wizard page in advanced mode or the Document option from the Event Name and Action wizard page in standard mode.

The Move Document Source wizard page allows you to specify the location of the document to be moved.

Feature	What it is	How to use it
SharePoint Site URL	The SharePoint Site URL text box specifies the location of the document to be moved	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	The library containing the document to be moved.	Specify the Name of the Document Library by typing or drag-and-dropping it into the text box
Folder	A folder within the document library where the documents will be moved from	Provide a folder name as a destination for the document
File Name	The name of the file	Specify the Name of the File to be downloaded

Document Content Field

The Document Content Field wizard screen specifies the content field that contains details for the document operation.

Feature	What it is	How to use it
Content Field	Specifies the Content Field that should be used	Click on the ellipse button and browse to the relevant Content Field

Move Document Destination

The Move Document Destination wizard screen specifies the location where the document should be moved to.

Feature	What it is	How to use it
SharePoint Site URL	Specifies the SharePoint Site URL where the document should be moved to	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	A SharePoint Document Library provides a central repository for team documents. This is an alternative to storing files in shared folders	Specify the Name of the Document Library by typing or drag-and-dropping it into the text box
Folder	A folder within the document library where the moved documents will be stored.	Provide a folder name as a destination for the document
Overwrite Existing File or add new version	Check this option if the moved file is to overwrite an existing file or alternatively add a new version depending on the preconfigured settings. If versioning is set up a new version will be created, alternatively the existing file will be overwritten.	Check this option
Preserve metadata	Specifies whether metadata should be preserved for the document being copied.	Select this option to preserve metadata for the document being copied. By default this option is selected. Deselect the option if metadata should not be preserved.
Include Version History	This option will include the documents version history when the document is copied.	This option will only be available to select if the Preserve metadata option is selected. This option will only function if versioning is enabled for the SharePoint Document Library. Check this option.

How to use the Preserve metadata option

The Preserve metadata option can be used to preserve metadata for the document being moved. This would typically be the columns:

• Created By
• Created Date
• Modified By
• Modified Date

It is however possible to preserve metadata from custom columns. The metadata will only be preserved for custom columns if the destination SharePoint Document Library has the same columns with the exact same name as the source SharePoint Document Library.

How to use the Include Version History option

The Include Version History option will only be enabled for use when the Preserve metadata option was selected. The version history will only function when the specified SharePoint Library has versioning enabled. When the Include Version History option is checked, the current version of the Document will be kept. Unchecking this option will result in the Documents version to reflect as 1.0.

Examples on how the metadata will display

Example 1

Preserve metadata and Include Version History - Enabled:

In this example a SharePoint Document Library is used with the following columns and metadata:

Using the SharePoint Document Wizard to move a document to a different SharePoint Document Library in a K2 process, the metadata will be preserved and the version history of the SharePoint item will be included after running an instance of the process. See the image below for results after running an instance of the process:

Note that the Created By and Modified By columns were preserved as the Preserve metadata option was enabled in the SharePoint Document Wizard. The SharePoint item version history was also included.

Example 2

Preserve metadata and Include Version History - Disabled:

The same SharePoint Document Library example is used as per example 1.

Using the SharePoint Document Wizard to move a document to a different SharePoint Document Library in a K2 process, the metadata will NOT be preserved and the version history of the SharePoint item will NOT be included after running an instance of the process. See the image below for results after running an instance of the process:

Note that the Created By and Modified By columns were not preserved as the Preserve metadata option was disabled in the SharePoint Documents Wizard. The SharePoint item's version history was not included. The Created By and Modified By columns will revert back to the Service Account user. Note that the version history will revert back to the original version for example 1.0.

Example 3

Preserve metadata - Enabled; Include Version History - Disabled:

The same SharePoint Document Library example is used as per example 1.

Using the SharePoint Document Wizard to move a document to a different SharePoint Document Library in a K2 process, the metadata will be preserved, however the version history of the SharePoint item will NOT be included after running an instance of the process. See the image below for results after running an instance of the process:

Note that the Created By and Modified By columns were preserved as the Preserve metadata option was enabled in the SharePoint Document Wizard. The SharePoint item's version history was not included as this option was disabled. Note that the version history will revert back to the original version for example 1.0.

Example 4

Overwrite a document with Preserve metadata and Include Version History options Disabled:

The same SharePoint Document Library example is used as per example 1.

Using the SharePoint Document Wizard to move a document to a different SharePoint Document Library and overwrite the document in a K2 process, the metadata will NOT be preserved and the version history of the SharePoint item will NOT be included after running an instance of the process. See the image below for results after running an instance of the process:

Note that the Created By column will still be preserved since the Overwrite an existing file option was selected. The Modified By column was not preserved as the Preserve metadata option was disabled in the SharePoint Document Wizard. The SharePoint Document version history was not included as this option was disabled. The Modified By column will revert back to the Service Account user. Note that the version history will revert back to the original version for example 1.0.

The Update Documents' Metadata function in the Documents Event Wizard is used to update a document's Metadata in SharePoint automatically as part of the workflow.

Information Required to Update a Document's Metadata:

• An existing SharePoint Site URL
• An existing Document, DataField or XML Node containing Metadata

Update Documents' Metadata

The Update Documents' Metadata wizard screen is only viewed when the wizard is run in advanced mode. The screen provides an easy to use interface to update a document's Metadata within SharePoint automatically.

Feature	What it is	How to use it
Add	To add documents, select the drop down Arrow and select the relevant location: SharePoint Document Content Field	Select an option
Edit	Modifies the listing	Click on the configured setting and select this option, to edit a configured document setting
Remove	Removes document settings	Click on the configured setting and select this option, to remove a configured document setting
Remove All	Removes All the configured document settings	To remove all the configured document settings, select this option
Document Name	Displays the document's name	User Reference

Update Document Metadata

The Update Document Metadata wizard screen is displayed if the SharePoint Document option was selected from the Get Documents' Metadata wizard screen in advanced mode or the Document option from the Event Name and Action wizard screen in standard mode.

The Update Document Metadata wizard screen specifies the location of the document that should be copied.

Feature	What it is	How to use it
SharePoint Site URL	The SharePoint Site URL, refers to the Uniform Resource Locator (URL). It is the address for the server running Windows SharePoint Services	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	A SharePoint Document Library provides a central repository for team documents. This is an alternative to storing files in shared folders	Specify the Name of the Document Library by typing or drag-and-dropping it into the text box
Folder	A folder within the document library where the Metadata will be retrieved from	Provide a folder name as a destination for the document
Content Type	Content Type is a customizable meta description of content that can include custom properties, a retention policy, and an associated set of workflows/business processes	Specify the Name of the Content Type by typing or drag-and-dropping it into the text box
File Name	Adds the File Name	Specify the Name of the File to be updated
Preserve metadata that is not updated	Specifies whether metadata should be preserved if not selected to be updated.	Select this option to preserve metadata that is not selected in this event to be updated, for example the Created By column in the SharePoint List. By default this option is selected. Deselect the option if metadata should not be preserved.

How to use the Preserve metadata that is not updated option

The Preserve metadata that is not updated option can be used to preserve metadata that is not selected to be updated. This would typically be the columns:

• Modified By
• Modified Date

It is however possible to preserve metadata from custom columns. The custom columns that are not selected to be updated via the wizard, will be preserved if this option is checked.

Examples on how the metadata will display

Example 1

Preserve metadata that is not updated - Enabled:

In this example a SharePoint Document Library is used with the following columns and metadata:

Using the SharePoint Document Wizard to update a Document, the Title column and TestColumnTwo was selected to be updated in a K2 process. See the image below for results after running an instance of the process:

Note that the Modified By column was preserved as the Preserve metadata that is not updated option was enabled in the SharePoint Document Wizard.

Example 2

Preserve metadata that is not updated - Disabled:

In this example the same Document Library with columns and metadata is used as per example 1.

Using the SharePoint Document Wizard to update a document, the Title column and TestColumnTwo was selected to be updated in a K2 process. See the image below for results after running an instance of the process:

Note that the Modified By column was NOT preserved as the Preserve metadata that is not updated option was disabled in the SharePoint Document Wizard. The Modified By column will revert back to the Service Account user.

Example 3

Specific configuration required in the Document Libraries wizard in Advanced mode when updating multiple documents:

Take for example a scenario in which 2 documents are to be updated, Document A and Document B. A is to have the metadata preserved and the B metadata must not be preserved. To ensure that both documents are updated correctly it is necessary to configure the wizard in the following manner:

• Document B must be configured first and the Preserve metadata that is not updated option disabled and then secondly configure Document A with the Preserve metadata that is not updated option enabled, this will allow the metadata for Document A to be preserved while B is not. Note that if the configuration is swopped around that the metadata will be preserved on both documents.

Update Document Metadata from the Content Field

The Document Content Field wizard screen specifies the content field that contains details for the document operation.

Feature	What it is	How to use it
Content Field	Specifies the Content Field that should be used.	Click on the ellipse button and browse to the relevant Content Field.
Preserve metadata that is not updated	Specifies whether metadata should be preserved if not selected to be updated.	Select this option to preserve metadata that is not selected in this event to be updated, for example the Created By column in the SharePoint Library. By default this option is selected. Deselect the option if metadata should not be preserved.

How to use the Preserve metadata that is not updated option

The Preserve metadata that is not updated option can be used to preserve metadata that is not selected to be updated. This would typically be the columns:

• Modified By
• Modified Date

It is however possible to preserve metadata from custom columns. The custom columns that are not selected to be updated via the wizard will be preserved if this option is checked.

Document Metadata

The Document Metadata wizard screen provides an easy to use interface to assign Metadata to the specified document.

Feature	What it is	How to use it
Assign	To assign Metadata, select the Drop Down Arrow and select the relevant option: Specific value for selected column All columns from existing XML Field All columns from new Process XML Field All columns from new Activity XML Field	Select an option
Clear	Removes the selected Document Metadata	Click on the configured setting and select this option, to remove a configured document setting
Clear All	Removes All the configured Document Metadata	To remove all the configured document settings, select this option
Title	Displays the title of the Metadata	User Reference
Type	Displays the type of Metadata	User Reference
Required	Displays whether the value is required	User Reference
Value	Displays the value	User Reference

The Get Documents' Metadata function in the Documents Event Wizard is used to load a document's Metadata in SharePoint automatically as part of the workflow.

Information Required to Get a Document's Metadata:

• An existing SharePoint Site URL
• An existing Document, DataField or XML Node containing Metadata

Get Documents' Metadata

The Get Documents' Metadata wizard screen is only viewed when the wizard is run in advanced mode. The screen provides an easy to use interface to retrieve an existing document's Metadata within SharePoint automatically.

Feature	What it is	How to use it
Add	The Add button opens the Get Document Metadata wizards screen, which provide all the necessary inputs to retrieve the required Metadata	Click Add
Edit	Modifies the listing	Click on the configured setting and select this option, to edit a configured document setting
Remove	Removes document settings	Click on the configured setting and select this option, to remove a configured document setting
Remove All	Removes All the configured document settings	To remove all the configured document settings, select this option
Document Name	Displays the document's name	User Reference

Get Document Metadata

The Update Document Metadata wizard screen specifies the location of the document that should be copied.

Feature	What it is	How to use it
SharePoint Site URL	The SharePoint Site URL text box specifies the location of the document that should be used	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	A SharePoint Document Library provides a central repository for team documents. This is an alternative to storing files in shared folders	Specify the Name of the Document Library by typing or drag-and-dropping it into the text box
Folder	A folder within the document library where the Metadata will be retrieved from	Provide a folder name as a destination for the document
Content Type	Content Type is a customizable meta description of content that can include custom properties, a retention policy, and an associated set of workflows/business processes	Specify the Name of the Content Type by typing or drag-and-dropping it into the text box
File Name	Adds the File Name	Specify the Name of the File to be updated

Document Metadata

The Document Metadata wizard screen provides an easy to use interface to assign Metadata to the specified document.

Feature	What it is	How to use it
Assign	To assign Metadata, select the Drop Down Arrow and select the relevant option: Specific value for selected column All columns from existing XML Field All columns from new Process XML Field All columns from new Activity XML Field	Select an option
Clear	Removes the selected Document Metadata	Click on the configured setting and select this option, to remove a configured document setting
Clear All	Removes All the configured Document Metadata	To remove all the configured document settings, select this option
Title	Displays the title of the Metadata	User Reference
Type	Displays the type of Metadata	User Reference
Required	Displays whether the value is required	User Reference
Value	Displays the value	User Reference

The Check In Documents function in the Documents Event Wizard is used to check in a document in SharePoint automatically as part of the workflow.

Information Required to check in a document:

• An existing SharePoint Site URL
• An existing Document, DataField or XML Node

Check In Documents

The Check In Documents wizard screen is only viewed when the wizard is run in advanced mode. The screen provides an easy to use interface to automatically check in documents within SharePoint.

Feature	What it is	How to use it
Add	To add documents, select the Drop Down Arrow and select the relevant location: SharePoint Document Content Field	Select an option
Edit	Modifies the listing	Click on the configured setting and select this option, to edit a configured document setting
Remove	Removes document settings	Click on the configured setting and select this option, to remove a configured document setting
Remove All	Removes All the configured document settings	To remove all the configured document settings, select this option
Document Name	Displays the document's name	User Reference

Check In Document

The Check In Document wizard screen is used to specify which document to check in.

Feature	What it is	How to use it
SharePoint Site URL	Specifies the SharePoint Site URL where the required document should be checked in to	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	A SharePoint Document Library provides a central repository for team documents. This is an alternative to storing files in shared folders	Specify the Name of the Document Library by typing or drag-and-dropping it into the text box
Folder	A folder within the document library where the documents will be checked in to	Provide a folder name as a destination for the document
File Name	Adds the File Name	Specify the Name of the File to be checked in

Document Content Field

The Document Content Field wizard screen specifies the content field that contains details for the document operation.

Feature	What it is	How to use it
Content Field	Specifies the Content Field that should be used	Click on the ellipse button and browse to the relevant Content Field

Check In Document Detail

The Check In Documents Detail wizard screen specifies the different configuration settings that should be applied when checking in the document.

Feature	What it is
No versioning	No versioning will be applied when the document is checked into the SharePoint Document Library
Minor Version (draft)	Minor versioning will be applied when the document is checked into the SharePoint Document Library. The document will be checked in as an unpublished document in draft mode.
Major Version (publish)	Major versioning will be applied when the document is checked into the SharePoint Document Library. The document will be checked in as a published document.
Overwrite current minor version	The current minor version will be overwritten when the document is checked into the SharePoint Document Library
Keep file checked out	Will keep the document checked out after the document has been checked in

The Check Out Documents function in the Documents Event Wizard is used to check out a document in SharePoint automatically as part of the workflow.

Information Required to Check Out Documents:

• An existing SharePoint Site URL
• An existing Document, DataField or XML Node

Check Out Documents

The Check Out Documents wizard screen is only viewed when the wizard is run in advanced mode. The screen provides an easy to use interface to automatically check out documents within SharePoint.

Feature	What it is	How to use it
Add	To add documents, select the Drop Down Arrow and select the relevant location: SharePoint Document Content Field	Select an option
Edit	Modifies the listing	Click on the configured setting and select this option, to edit a configured document setting
Remove	Removes document settings	Click on the configured setting and select this option, to remove a configured document setting
Remove All	Removes All the configured document settings	To remove all the configured document settings, select this option
Document Name	Displays the document's name	User Reference

Check Out Document

The Check Out Document wizard screen is used to specify which document to check out.

Feature	What it is	How to use it
SharePoint Site URL	Specifies the SharePoint Site URL where the required document should be checked out of	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	A SharePoint Document Library provides a central repository for team documents. This is an alternative to storing files in shared folders	Specify the Name of the Document Library by typing or drag-and-dropping it into the text box
Folder	A folder within the document library where the documents will be checked out of	Provide a folder name as a destination for the document
File Name	Adds the File Name	Specify the Name of the File to be checked out

Document Content Field

The Document Content Field wizard screen specifies the content field that contains details for the document operation.

Feature	What it is	How to use it
Content Field	Specifies the Content Field that should be used	Click on the ellipse button and browse to the relevant Content Field

The Undo Documents' Check Out function in the Documents Event Wizard is used to undo the check out a document in SharePoint automatically as part of the workflow.

Information Required to undo a Documents' Check Out:

• An existing SharePoint Site URL
• An existing Document, DataField or XML Node

Undo Documents' Check Out

The Undo Documents' Check Out wizard screen is only viewed when the wizard is run in advanced mode. The screen provides an easy to use interface to automatically undo the check out of multiple documents within SharePoint.

Feature	What it is	How to use it
Add	To add documents, select the Drop Down Arrow and select the relevant location: SharePoint Document Content Field	Select an option
Edit	Modifies the listing	Click on the configured setting and select this option, to edit a configured document setting
Remove	Removes document settings	Click on the configured setting and select this option, to remove a configured document setting
Remove All	Removes All the configured document settings	To remove all the configured document settings, select this option
Document Name	Displays the document's name	User Reference

Undo Document Check Out

The Undo Check Out Document wizard screen is used for the undo of the document check out.

Feature	What it is	How to use it
SharePoint Site URL	Specifies the SharePoint Site URL that should be used with the Undo Check Out function	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	A SharePoint Document Library provides a central repository for team documents. This is an alternative to storing files in shared folders	Specify the Name of the Document Library by typing or drag-and-dropping it into the text box
Folder	A folder within the document library where the documents will be checked back in	Provide a folder name as a destination for the document
File Name	Adds the File Name	Specify the Name of the File to be checked in

Document Content Field

The Document Content Field wizard screen specifies the content field that contains details for the document operation.

Feature	What it is	How to use it
Content Field	Specifies the Content Field that should be used	Click on the ellipse button and browse to the relevant Content Field

The Delete Documents function in the Documents Event Wizard is used to delete a document in SharePoint automatically as part of the workflow.

Information Required to undo a Documents' Check Out:

• An existing SharePoint Site URL
• An existing Document, DataField or XML Node

SharePoint Documents Wizard - Delete Documents

The Delete Document wizard screen is only viewed when the wizard is run in advanced mode. The screen provides an easy to use interface to automatically delete multiple documents within SharePoint.

Feature	What it is	How to use it
Add	To add documents, select the Drop Down Arrow and select the relevant location: SharePoint Document Content Field	Select an option
Edit	Modifies the listing	Click on the configured setting and select this option, to edit a configured document setting
Remove	Removes document settings	Click on the configured setting and select this option, to remove a configured document setting
Remove All	Removes All the configured document settings	To remove all the configured document settings, select this option
Document Name	Displays the document's name	User Reference

Delete Document

The Delete Document wizard screen is used to specify which document to delete.

Feature	What it is	How to use it
SharePoint Site URL	Specifies the SharePoint Site URL where the required document should be deleted from	Specify the SharePoint Server URL e.g. http://SPSServer:121 OR use the ellipse button to open Context Browser and select the SharePoint URL
Document Library	A SharePoint Document Library provides a central repository for team documents. This is an alternative to storing files in shared folders	Specify the Name of the Document Library by typing or drag-and-dropping it into the text box
Folder	A folder within the document library where the documents will be deleted from	Provide a folder name as a destination for the document
File Name	Adds the File Name	Specify the Name of the File to be deleted

Document Content Field

The Document Content Field wizard screen specifies the content field that contains details for the document operation.

Feature	What it is	How to use it
Content Field	Specifies the Content Field that should be used	Click on the ellipse button and browse to the relevant Content Field